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Policy Purpose

The ACGME requires residency programs/fellowships to provide verification of residency/fellowship education for all residents/fellows, including those who leave the program prior to completion. These electronic files will be stored in New Innovations and/or on the Graduate Medical Education shared drive.

Responsible Persons

Graduate Medical Education Residency and Fellowship Program Directors and Program Administrators

Procedure

Resident/Fellow File Retention Policy

  • Each Graduate Medical Education residency program/fellowship program sponsored by Mount Carmel will maintain an electronic file concerning each resident/fellow.
  • The file will contain a record of the trainee’s supporting documentation as listed below:
    • Contracts
    • Photo
    • Evaluation summaries including rotation evaluations, 360 degree evaluations, milestone evaluations and year-end evaluations plus any other evaluations the program deems necessary
    • Initial application (ERAS) including supporting documentation
    • Procedure Logs
    • Attendance Log
    • Board certifications supporting documents
    • Licensure
    • Residency/Fellowship Graduation certificate
    • Legal/Due Process information along with supporting documentation
    • Any additional documents that are required to be maintained by applicable Institutional and Program Requirements of the ACGME.
  • The electronic file will be regarded as confidential, will be maintained in a secure location and will be available only to the Program Director, Program Administrators, Graduate Medical Education office and Mount Carmel's Legal department when deemed necessary. A cover sheet will be on each scanned file that states "This File Contains Confidential Information, Access To This File And The Information Contained Therein Is Governed By The Content, Access".
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